Department Coordinator

Coordinates and oversees the office activities of Program/Department.  Assists in the coordination and management of administrative matters and goals and objectives for the departments. Works under general supervision.

• Coordinates daily department activities to ensure smooth operation and administration. Maintains calendar of departmental activities and keeps management informed of commitments.
• Prepares external correspondence, including mass mailings.
• Maintains department intranet site.
• Assists project leaders with timelines/project plans for management review and keeps staff informed of due dates/deliverables. Follows up with staff to ensure timely completion and keeps management informed of status.
• Coordinates logistics for internal and external meetings, events, orientation, training, etc. Enrolls participants, sends notifications, prepares or oversees the preparation of agendas, attendance rosters, materials/manuals; makes arrangements for facility set-up, equipment and supplies, and travel, as needed.
• Monitors department expenditures to ensure adherence to budget and keeps management advised of problems. Prepares/submits expenses and invoices, check requests, purchase orders and stock requisitions as needed.
• Monitors inventory of department supplies, advises management of the need to reorder; completes appropriate forms, and follows-up with vendor to ensure supplies are received in a timely manner.
• Attends meetings as assigned, takes, formalizes and distributes notes/minutes, and follows up to ensure new assignments/projects are completed.
• Conducts research, locates/summarizes/classifies/sorts data, and prepares reports on findings.
• Prepares original correspondence/communication material or prepares them from notes provided by department management/staff and ensures they are distributed in an accurate and timely manner.
• Organizes/maintains department files and ensures their confidentiality. Performs or oversees other administrative activities (e.g., answering/screening/routing telephone calls, filing, sorting/distributing mail, etc.).
• Participates in special projects and performs other duties as required.

Education:  Bachelor’s Degree in business administration, health, a related discipline or the equivalent work experience required.  

Experience:  Minimum of two years health or administrative experience required, or an equivalent combination of education/experience.  Excellent organizational, research, analytical, customer service, and oral/written communication skills required.  Advanced proficiency with personal computer software, including MS Office products required.  Some knowledge of health care activities and department related systems requirements preferred.